Associate Registrar

We are seeking an Associate Registrar at the Johns Hopkins University School of Medicine (JHUSOM) for a leadership position responsible for coordinating the academic program and course registrations for approximately 1,000 JHUSOM graduate students and other students taking graduate level courses in the JHUSOM, as well as JHUSOM graduate students taking graduate level courses at other divisions of the Johns Hopkins University (JHU). The Associate Registrar functions as the primary contact for policy and program information for students, graduate training program directors and coordinators, the Office of Graduate Biomedical Education, and staff from other divisional Registrar’s Offices. The Associate Registrar provides staff support for the Masters/Ph.D. Committee and other ad hoc committees related to graduate student academic issues. The Associate Registrar verifies degree completion data to be presented to the JHU Doctoral Board for all Ph.D. and Master’s candidates in the JHUSOM. The Associate Registrar works collaboratively with other Associate Registrars on primary components of the JHUSOM convocation ceremony and orientation events. The Associate Registrar supervises a Registration Coordinator who assists with graduate student records and registration, and a Registration and Credentialing Specialist who runs the Visiting Medical Student Program.

Specific Duties & Responsibilities

Establish and maintain graduate student permanent records

• Serve as the functional expert on the university’s student information system (SIS) for all students and programs in Graduate Biomedical Education (GBE).
• Maintain JHUSOM graduate student records including establishing files, collecting final transcripts from undergraduate schools, registering students, entering course data related to collecting and posting grades, and preparing transcripts.
• Provide certifications and transcripts for current graduate students and M.A. and Ph.D. graduates of the JHUSOM, and develop, implement, and maintain student records in the electronic data storage system.
• Develop and maintain thorough knowledge of program requirements and JHUSOM, JHU, and Doctoral Board requirements and regulations relating to curriculum and other aspects of graduate student education.
• Monitor admission requirements and establish and maintain academic records and completion of degree requirements for all graduate programs.

Process and track schedules for graduate students, special students and interdivisional registrants

• Assist departmental graduate program coordinators with all aspects of academic support services including course offerings, registration and follow-up, classroom assignments, degree completion materials, class rosters, and grade collection.
• Track and monitor student leaves of absence.
• Coordinate cross registration and grade collection with other divisions in the JHU.
• Develop and maintain thorough knowledge of JHU and divisional registration policies.
• Maintain computerized student record systems and implement improvements and changes.

Advise and assist students concerning registration procedures, graduate student policies, degree completion and Doctoral Board requirements

• Advise and assist students and fellows with issues regarding registration procedures, including, but not limited to registration procedures for other divisions in JHU, prerequisites for classes, and availability of classes due to class size limitations.
• Advise graduate students of degree completion and Doctoral Board requirements.
• Develop and maintain thorough knowledge of JHUSOM promotions and grading policies.
• Review and update content on JHUSOM Registrar’s Office website as they pertain to graduate biomedical education.

Collect and record grades in database

• Create grade files for graduate students, special students, postdoctoral students, and students from other divisions taking JHUSOM courses, to include requesting and electronically processing grades and notifying students and program administration of marginal or failing grades.
• Input transcript comments as relevant for each student.
• Identify and resolve problems relating to missing or incorrect grades.

Registrar’s Office liaison with graduate program directors, program coordinators, and course directors

• Serve as Registrar’s Office liaison with graduate training program directors and coordinators.
• Represent the Registrar’s Office in meetings in place of or in addition to the Associate Dean/Registrar
• Develop schedule of courses offered by each department or program, and advise students on course offerings, timing, and room assignments.
• Administer and coordinate with faculty and graduate program coordinators the registration process
• Develop and provide SIS training to program directors and program coordinators
• Provide course and program directors’ rosters of enrolled students
• Develop and maintain in-depth knowledge of policies and procedures relating to the development and retention of student academic records.
• Review, edit, and confirm for publication graduate program descriptions, requirements, course offerings, etc., for inclusion in the JHU Catalog.
• Review graduate programs’ websites for accuracy and conformation to JHUSOM policies and procedures

Interpret policy and assist faculty with administrative responsibilities pertaining to graduate education issues

• Respond to questions from graduate students and graduate course directors and program directors regarding JHUSOM and Doctoral Board policy and interpret policy as it applies to grading, course scheduling, registration, etc.
• Identify potential problems (e.g., availability of teaching resources, program requirements, and scheduling conflicts) and discuss options for mitigating potential problems with the Associate Dean and Registrar.
• Identify and interpret the policies of other institutions or departments as they relate to JHUSOM student academic activities and make recommendations to the Associate Dean and Registrar regarding these activities.
• Assist faculty in the development and approval of new course offerings.

Serve as Liaison with JHU Doctoral Board for approval of degree candidates and with Phi Beta Kappa Selection Committee

• Provide JHU Doctoral Board with appropriate materials for JHUSOM M.A. and Ph.D. candidates
• Report Doctoral Board actions to the Associate Dean and Registrar, particularly regarding new policies or procedures.
• Screen and provide nomination materials for Phi Beta Kappa candidates to the Office of Graduate Biomedical Education.

Maintain graduate student information in JHUSOM and JHU databases

• Track and report student status changes internally (for the purpose of tuition assessment, ID access, parking, access to Welch Library, etc.) and to external agencies.
• Maintain historical data and configurations in the School of Medicine Information System.
• Implement new technology systems as they are adopted by the institution and manage integrations with existing systems.

Customer Service

• Respond to questions and requests from doctoral, masters, certificate, non-degree students, and faculty.
• Develop and maintain a thorough understanding of all JHUSOM policies that pertain to medical students, graduate students, postdoctoral students, and faculty.
• Develop and maintain contacts throughout JHU and the Johns Hopkins Health System in order to provide appropriate referrals.

Convocation Duties

• Assist as needed to plan and execute annual convocation under the direction of the Associate Registrar for Administration and Operations.

Oversight of Visiting Medical Student Program

• Oversee the Visiting Medical Student Program, to include oversight of the application process and developing and ensuring the implementation of policies and procedures. regarding visiting student populations, including reporting on the program outcomes.
• Develop procedures for visiting medical student onboarding, and update as needed in response to changes in JHU policies and regulations.
• Develop and maintain knowledge of student visa regulations.
• Ensure website, forms, and communications are current.

Staff Supervision

• Supervise team of staff. Supervisory responsibilities include interviewing, hiring, training, motivating, evaluating, and performance management (in coordination with the Associate Dean and Registrar and the Administrator of the Office of the Vice Dean for Education) according to Human Resources policies and procedures.

Reporting Student Data

• Ensure every student completes the Survey of Earned Doctorates prior to graduation.
• Respond to ad hoc requests for information on graduate student enrollment and completion.
• Notify program directors and students of low grades, missing undergraduate transcripts, grades needed in order to be transmitted to other divisions for non-JHUSOM students, students not enrolled for coursework who have current status, students over the limit of Leave of Absence, completion of required training, etc.

Other functions

• Assist with maintaining vacation schedules and office calendar.
• Manage JHUSOM updates and user lists for the JHU Catalogue.
• Develop and maintain in-depth knowledge of federal, JHU, and JHUSOM policies and regulations.
• Other duties as assigned.

Additional Knowledge, Skills, & Abilities

• Knowledge of higher education policies, including FERPA and HIPAA.
• General knowledge of US Department of State visa regulations that affect student populations.
• Proficiency in Microsoft Office Suite.
• Excellent customer service skills.
• Demonstrated ability to identify potential problems and to act proactively to prevent problems.
• Demonstrated ability to work independently and as a member of a team.
• Demonstrated ability to manage multiple priorities in a productive manner.
• Demonstrated experience working positively and collaboratively with a wide range of stakeholders, including learners, faculty, management, leadership, and internal and external stakeholders.
• Strong interpersonal, leadership, and organizational skills.
• Excellent verbal and written communication skills.
• Demonstrated ability to maintain confidentiality and display diplomacy.
• Demonstrated ability to manage multiple tasks and projects concurrently with frequent interruptions.
• Excellent oral and written communication skills.
• Demonstrated strong organizational skills and attention to detail.

• Bachelor's Degree.
• Five years experience in a post-secondary institution.
• Experience working with faculty and academic administrators.
• Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

• Master’s Degree in education or a related field.
• Prior experience working with a student information system.
• Supervisory experience strongly preferred.

Classified Title: Associate Registrar 
Role/Level/Range: ACRP/04/ME  
Starting Salary Range: $64,600 - $113,300 Annually ($84,700 targeted; Commensurate with experience) 
Employee group: Full Time 
Schedule: Monday - Friday 8:30 AM - 5:30 PM 
Exempt Status: Exempt 
Location: Hybrid/School of Medicine Campus 
Department name: ​​​​​​​SOM Admin Registrar Office  
Personnel area: School of Medicine